Procedures for QST-ARIM Users

Application Qualification

Researchers other than students belonging to universities, companies, and public research organizations can apply as a project leader.

Regular Call for Research Proposals

The facilities of the National Institutes for Quantum Science and Technology (QST) are available to researchers of other organizations as part of the Advanced Research Infrastructure for Materials and Nanotechnology in Japan Program, and under the Shared-Use Program in QST Facilities. Research proposals for the second half (B-term) of present fiscal year are accepted in May. Research proposals for the first half (A-term) of next fiscal year are accepted in September.

Application Method

Please complete all requirements in the QST application forms and submit them as e-mail attachments. The following application forms can be downloaded:

The First Office of Research Planning and Promotion (Harima site)
Department of Management and Planning
National Institutes for Quantum Science and Technology

Phone: +81-791-58-2641
Fax: +81-791-58-0311
E-mail: qst_arim[at]qst.go.jp

1. (1) Application-related documents (for 2025A)
   • Application Requirements
   • Application Forms for Research Project
   • How to apply to the Shared-Use Program in QST Facilities
2. (2) Documents to be submitted after the adoption of a proposal
   • Application Forms for Adopted Project
   • Letter of agreement regarding research conduct
   • Form-1 for special assistance and expendables (in Japanese)
3. (3) User report to be submitted upon completion of the research term
   • The way to make the report will be informed as soon as it's been decided.
4. (4) Various notifications of change
   • Notification of Change for the Project Title
   • Notification of Change for Project Members
   • Notification of Change for the Project Leader Affiliation
   • Notification of Change for the Project Leader
   • Request of Cancellation for an Adopted Proposal
5. (5) Terms and conditions
   • Terms of QST-ARIM Program
     • 2023A (in Japanese)
     • 2023B (in Japanese)
     • from 2024A (in Japanese)
   • Terms of Data Registration
     • 2023A (in Japanese)
     • 2023B (in Japanese)
     • 2024A (in Japanese)
     • from 2024B (in Japanese)
   • Past Terms and Conditions (for reference)
     • 2016AB (in Japanese)
     • 2017A-2018B (in Japanese) (in English)
     • 2019AB (in Japanese) (in English)
     • 2020A-2022B (in Japanese) (in English)
     • 2023A for Shared-Use Program in QST (in Japanese)
     • 2023B for Shared-Use Program in QST (in Japanese)
     • 2024A for Shared-Use Program in QST (in Japanese)

Usage Fees

Usage of QST synchrotron radiation apparatuses is charged. Usage fees were revised in April 2023. Technical consultations with scientists and technicians of QST are available any time, free of charge. Usage fees consist of the following fees.

(1) Handling Charge

Handling charge is 9,900 JPY (tax excluded) per adopted project.

(2) Facility Usage Charge

Unit price of facility usage charge depends on the usage classification. It does not depend on the use form or used apparatus. Usage charge is calculated from the number of 8-hour shifts used (complete or partial).

Non-proprietary research corresponds to the ARIM. If requirements of non-proprietary research are not satisfied, the difference between the proprietary research fee may be charged.

The facility usage charge is reviewed and revised every three years. The current price list should be confirmed on the website.

(3) Additional Charge

If users need special assistance by QST researchers or technicians, the actual and overhead expenses are paid, in principle.

Main additional charge corresponds to services of apparatus operation, technical assistance of apparatus operation, sample preparation, experimental data analysis, facility use (excluding ARIM apparatuses), sample transport, and expendables. Apparatus operation methods and safety instructions are explained before beginning an experiment by QST researchers or technicians. Additional assistance by QST staff requires additional expenses. Please submit “Form-1 for special assistance and expendables (in Japanese)”.

The additional expenses depend on the time spent and grade of the staff. Please confirm the price with the person-in-charge in advance. Expenses are exempt if the QST staff is included as a collaborator in publications.

Advance Consultation

Please confer in advance about technical details and shared use of experimental data with the person-in-charge of each experimental apparatus before submitting application forms to QST.

Urgent Applications

Urgent research proposals are welcome at any time. The reason statement (free format), which explains the urgency, must be attached to the application forms.

Duplicate Applications

Duplicate applications to SPring-8 or other synchrotron radiation facilities are not prohibited. After adoption of a proposal submitted to QST, please refrain from cancelation of a proposal without reason.

Review of Research Proposals

General non-proprietary proposals are reviewed by the JAEA and QST joint proposal review committee. The committee determines the adoption or rejection and the number of 8-hour shifts. QST shares the review outcomes with users.

Terms of QST-ARIM Program

Passing the review and submitting user's agreement for the Terms of QST-ARIM Program (in Japanese) are suitable to support user experiments.

Supprts for users of private companies

QST provides special supports, if necessary, users of private companies make public their research results.

Application Forms for Adopted Project and Letter of Agreement Regarding the Research Conduct

After passing the review, Application Forms for Adopted Project is a condition to support user experiments. Please submit it after agreeing to the Terms of QST-ARIM Program (in Japanese). If you agree to the Terms of Data Registration (in Japanese) and submit the Application Form for data registration, a part of your experimental data will be registered in the hub organization. A Letter of agreement regarding research conduct (in preparation for 2023B) is also necessary for research proposals of the Advanced Research Infrastructure for Materials and Nanotechnology in Japan program to prevent acts of dishonesty in research. Every project member must submit after reading the measures to prevent research misconduct in QST (for reference purposes only). The project leaders should submit all letters and also please agree to the dealing policy for personal information in QST and ARIM project.

Effective Period of the Project

Projects should be completed in the half year of the application period.

Implementation Flow of Adopted Project

Note (1)

【Submission of Use Plan】
＜Use of Contract Beamline＞
First of all, please check Use of Contract BL in the Contract Beamline of SPring-8 User Information to understand the outline of use procedures.
＜User registration＞
To carry out experiments at SPring-8, project leaders/applicants and project team members must have completed user registration to obtain a user card ID number in advance. If you have not yet completed user registration, please go to User Registration page to complete registration.
＜Use Plan＞
The project leader should log in to My Page and submit the proposal via website. For the Non-proprietary proposals, please click “Create and Edit Proposal Application Form” and “New”, and select “Contract Beamlines” in the category “Non-Proprietary” to start preparing the proposal. Please use the SPring-8 project number (last 4 digits) for the proposal serial.

Note (2)

【Submission of Application Form for Shared-Use Program and ARIM Agreement Letter】
Please read the “ ARIM Terms of Shared-Use Program in QST Facilities ” and “ Measures for the prevention of research misconduct in QST (for reference only) , and fill out the necessary information in the “Application Form for Shared-Use Program (Synchrotron Radiation)”. The printed documents must be completed with a handwritten signature and submitted to QST. In addition, the project leader must submit the “Agreement and consent form” of all members listed in the “Application Form for Shared-Use Program”. Both forms will be sent from QST in advance.
➢ Submissions can be made either by mailing the original document or by sending a scanned copy (PDF) of the original document.
➢ The submission deadline is three weeks before the first day of your first experiment.
➢ Receipt of your Application Form for Shared-Use Program (Synchrotron Radiation) will be acknowledged with a letter of acceptance.
【Address for sending completed “Application Form” 】
The First Office of Research Planning and Promotion Department of Management and Planning National Institutes for Quantum Science and Technology 1-1-1 Kouto, Sayo-cho, Sayo-gun, Hyogo 679-5148, Japan
harima_kyoyo[at]qst.go.jp

Note (3)

【Submission of Radiation Worker Application Form】
All SPring-8 users are required to be registered as radiation workers at RIKEN Harima Campus on a fiscal year basis (from April 1st to March 31st of the following year). To complete your registration, please check the registration procedure on the SPring-8 User Information website and submit the application form from the RIKEN Harima Safety Center website.
➢ The submission deadline is 10 days before first arrival at SPring-8 each fiscal year.

Note (4)

【Procedures for Radioactive Materials, Laser Equipment, and High-Pressure Gas】
If you plan to bring radioactive materials, laser equipment, or high-pressure gas to the beamline, please complete the necessary documents after consultation with your QST contact person. For more information, please check the procedure on the SPring-8 User Information website by selecting the “sample/equipment” you plan to bring in.
➢ The submission deadlines vary depending on the document, from 30 days prior to the experimental cycle starts to 2 weeks prior to your visit.
➢ If this deadline is passed, you may not conduct your experiment with the relevant materials/equipment.

Note (5)

【Submission of Application Form for SPring-8 Facilities, List of Samples, Reagents, etc., and List of Carry-In Items】
Please submit the above three documents online from the SPring-8 UI site each time you visit SPring-8 for beamtime. “Application form for SPring-8 facilities” is a form for making reservations for visiting SPring-8, including reservations for guesthouse. Please enter information for all members including QST staff participating in the experiment. After submitting the “Application form for SPring-8 facilities”, you will be able to submit the “List of Samples, Reagents, etc.”. and the “List of Carry-In Items”. You will be informed of the necessary procedure upon arrival by QST later.
➢ The submission deadline is 10 days before each visit to SPring-8.
In case of any change, please inform QST ( harima_kyoyo[at]qst.go.jp ).
＜Guest House＞
You can check the status of remaining rooms in research exchange facilities here . Cancellations must be made before 16:00, two days before check-in. After this, you may be charged the relevant fee for the number of nights you cancelled.
Cancel Policy
＜Visits for non-proposal＞
When you wish to visit SPring-8 for reasons that are not related to the adopted project, please select “visits for non-proposal” on the SPring-8 User Information website and submit “Application for SPring-8 facilities (PDF)” to QST. If necessary, also attach the “List of Samples, Reagents, etc.” and “List of Carry-In Items”. You will be informed of the necessary procedure upon arrival by QST later. The submission deadline is 10 days before each visit to SPring-8.

Note (6)

【Procedure upon arrival】
Please follow the instructions of QST and complete the necessary procedures before arriving at SPring-8.
＜Guest house＞ If your check-in time will be much later than the scheduled check-in time, please contact the front desk of Guest house. Please note that if you do not contact them by 23:30, it may result in cancellation of your reservation.
Guest house front desk: +81-791-58-0933, ghouse[at]spring8.or.jp
For information on Guest house, please click here.
【Check-out Procedure】
Before leaving SPring-8, please return your dosimeter (SPring-8) and user card to the return boxes at the entrance of North Building or Main Building 2F. Online submission of a Beamtime Report (Form No.12) is not necessary for use of contract beamlines.

Note (7)

【Payment of Usage Fee】
After the experiment, the invoice for usage fee including handling charge will be sent by QST. Please transfer the amount to the designated account within the deadline.
➢ Invoices for facility usage fees will be issued without an official seal.
➢ Usage fees are calculated per shift (8 hours). Downtime of less than 8 hours is considered 1 shift.

Note (8)

【Submission of Experiment Summary Report】
Please submit “Experiment Summary Report” via SPring-8 User Information website. Please use the SPring-8 project number.
➢ Deadline will be announced later.

Note (9)

【Submission of ARIM User’s Report】
A user report will be submitted via the ARIM User Report System.
➢ Details will be announced when decided.

Note (10)

【Example acknowledgement】
(A Part of) This work was supported by the QST Advanced Research Infrastructure for Materials and Nanotechnology of the Ministry of Education, Culture, Sports, Science and Technology (MEXT), Japan (Grant No. JPMXP1224QS○○○○). And this work contains the results of the Nanotechnology Platform Japan (Grant No. JPMXP09A21QS〇〇〇〇). The synchrotron radiation experiments were performed using a QST experimental station at QST(JAEA) beamline BL○○○○, SPring-8, with the approval of the Japan Synchrotron Radiation Research Institute (JASRI) (Proposal No.2024B○○○○). We are grateful to Dr. ○○○○ for his/her support of ○○○○○○○○.

Note (11)

【Publication of research results and registration of published works [Within 2 years from the end of the fiscal year of facility use] 】
Research results shall be published in a format stipulated by QST such as a journal article (including (a) original articles, (b) reviews, (c) proceedings, (d) books, (e) magazines, (f) in-house newsletters [only if published externally], (g) presentations at academic conferences, study groups, seminars, symposia, lectures, and report sessions, (h) press releases, (i) patent applications, etc.), and registered to the SPring-8 Publications Database within 2 years of April 1st of the year following the Facility Use Fiscal Year.
Please refer to the SPring-8 User Information website for registration instructions.
If these requirements are not fulfilled, the full facility usage fee for proprietary research proposals will be applied, and you will be invoiced for the difference from the usage fee already paid for non-proprietary proposals.

Note (12)

【Publication of research results and registration of published works [Within 3 years from the end of the concerning research term] 】
Research results shall be published in the format below with a statement of SPring-8 proposal numbers and QST ARIM project numbers, and registered to the SPring-8 Publications Database within 3 years from the end of the concerning research term.
- Refereed journal article includes refereed proceedings and doctoral thesis
- SPring-8/SACLA Research Report refereed by JASRI
- Technical journal article approved by JASRI
Please refer to the SPring-8 User Information website for registration instructions.